Address
In ERPNext, an Address is employed to hold the mailing or physical location details for an entity like a Lead, Customer, Supplier, Shareholder, Sales Partner, or Warehouse.
Addresses are saved as independent records so they can be reused and easily managed across various entities. For instance, the same address can be associated with a customer as well as a supplier if required.
You can also create standalone addresses that you do not put the address of anything against which can be useful to store future client addresses, event addresses or site addresses internal site.
In order to view the address, navigate to:
1. Creating an Address
- Go to the section of the list of addresses, click on New.
- Select the Type of Address (e.g. Billing, Shipping, Office, Home etc.).
- Feed in location details:
- Line 1 Address
- Option (Address Line 2)
- City/Town
- County/District
- State/Province
- Country
- The Postal/ZIP Code in US
- Include contact details like Email Address, Phone Number and Fax (where possible).
- Relate the address to one or more entities through the Link DocType (i.e., Customer, Supplier) and Link Name fields.
- Save the record.
Other creation possibilities:
- When viewing a Customer or Supplier record, click the New Address button to create a record and have the address automatically linked to the entity.
- In case you need to add more than one address in bulk, then you can use the Data Import Tool by connecting the address imports template in ERPNext.
2. Features
2.1 Connect an Address to Multiple Entities
With ERPNext, it is possible to connect several entities in one address document at a single time. For instance:
- A single address can be associated with several Customers (typical in corporate group structures).
- The same address can also be associated with both Customers and Suppliers, eliminating redundancy and making it easier to maintain location records consistently.
This centralized association makes address changes automatically reflected wherever it is applied.
2.2 Multiple Address Types Management
You may define different kinds of addresses for the same entity, i.e., Billing Address and Shipping Address, and set a default for each kind. ERPNext will automatically use the correct address in transactions like Sales Orders, Purchase Orders, and Invoices.
2.3 Smooth Address Updates on Linked Records
When an address is edited, all referenced entities automatically show the correct information, which maintains accuracy in all transactions and reports without being necessary to make multiple edits.
2.4 Address Title
In ERPNext, the Address Title the term by which an address record can be known.
- When decided that the address should not be assigned to a particular entity (e.g., a Customer, Supplier, or Company), then it will be necessary to enter a descriptive title so as to identify it (e.g., Head Office Mumbai or Warehouse East Zone).
- In the case of an entity address the title in ERPNext is filled as follows: Entity Name- Address Type E.g. when you have a Customer ABC, whose address type is Billing the title will be Customer ABC - Billing.
The automation of names will guarantee that names are never duplicated and they can be searched or filtered with ease in list view.
2.5 Preferred Billing Address and Shipping Address
ERPNext enables you to define a Preferred Billing Address and Preferred Shipping Address for every entity.
- Preferred Shipping Address: When checked, the ERPNext will automatically fill up this field in the Shipping Address of the transaction such as the Sales Order and Sales Invoice and Delivery Note.
- Preferred Billing Address: Similarly on selection the same address will automatically be entered in Billing Address field of the same transactions.
This minimizes manual repetition, guarantees precision, and accelerates document generation. It would be possible to set a customer to have more than one address recorded but only one would be flagged per use, as the default address.
2.6 India GST Localization
If your ERPNext instance is set up with India GST localization, the Address form has fields for GSTIN and GST State to adhere to tax law.
- GSTIN Entry: In case the customer or supplier is GST-registered, their GST Identification Number (GSTIN) can be entered in the Address record. ERPNext verifies the GSTIN format to avoid erroneous entries.
- Multiple GSTIN Support: As a Customer or Supplier might have more than one GSTIN (one for each location where they are operating), ERPNext holds GSTINs at the Address level instead of in the Customer/Supplier master.
- Automatic Fetch of Address in Transactions: If you pick the address within a purchase or sale transaction, the corresponding GSTIN and GST State get automatically fetched and populated for correct tax calculation.
- Company Address for GST: You can also save GSTIN for your company's own facilities. To do that, enable "Is Your Company Address", make Link DocType as Company, and choose the Company Name. That will appear the correct company address and the GSTIN on GST compliant document such as the GST Sales Invoice.
This setup gives uniform GST compliance across states and minimizes manual tax entry errors.